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City of BiddefordBudget Committee
April 08, 2019 5:30 PM City Hall205 Main Street
Council Chambers
1. Roll Call2. Pledge of Allegiance3. Discussion - Wastewater Treatment Plant/Sewer Use FeesCapital Improvement Projects (CIP) Proposed FY20 Budget
3.1. Updated List of Budget QuestionsUpdate - FY20 Budget Questions.pdfAssessing - COMPARABLE MEDIAN HOME VALUES 2018-2019.pdfWater Rates.pdf
3.2. CIP Memo & RecommendationMemo Capital Proposed Allocation FY2020 RevCIP Summary FY2020 - CM Proposal.pdfBiddeford Field Study Presentation 5-01-2017-Final-one per page.pdf
4. Adjourn
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City of Biddeford Finance Department - (207) 284-9333
205 Main Street, P O Box 586 Biddeford, ME 04005
Cheryl Fournier, Finance Director Fax (207) 571-0667 March 14, 2019 To: Honorable Mayor Casavant
Honorable City Council
From: Cheryl Fournier, Finance Director Re: FY2020 Budget Questions NOTE: Items in Blue Added after last submission The following are the answers for the budget questions asked on March 11, 2019.
• You will see note on the individual sheets of Public Works Roads and Parking Fund for each of the expenses lines noted below. In the Public Works Roads you will see the note as a decrease, and in the Parking Fund you will see a note as an increase. The amount in the Parking Fund for parking lot maintenance is:
o 60105 – Mowing for $1,830 o 60105 – Sweeping for $1,716 o 60111 – Winter Maintenance for $21,335 o 60454 – Repairs for $5,720
• Retirement change in percentage: o Maine Pers plan AC (Non-Union, Public Works, and Recreation) staying at
10% o Maine Pers plan 3C (Fire and Police) going to 12.8% to 12.7% o 457 plan
Non-Union is 3% base contribution, and up to 3% additional match for a maximum 6%.
Police was up to a maximum of 5% match. New contract, 4% base contribution and up to 4% match for a maximum of 8%
Fire is 3% base contribution, and up to 3% additional match for a maximum 6%.
Public Works Non-supervisory was up to a maximum of 5% match. New contract, 4% base contribution and up to 4% match for a maximum of 8%
Public Works Supervisory was up to a maximum of 5% match. • Boiler Insurance: What is it, what does it cover, is it state law?
o Equipment Breakdown (a/k/a Boiler & Machinery) covers accidents to covered buildings and contents as defined below: Mechanical Breakdown, including rupture or bursting caused by
centrifugal force Artificially generated electrical current, including electric arcing
that disturbs electrical devices, appliances or wires Explosion of steam boilers, steam pipes, steam engines or steam
turbines caused by or resulting from any condition or event inside such equipment
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Loss or damage to hot water boilers or other water heating equipment caused by or resulting from any condition or event inside such equipment
o There is not a state mandated minimum, this is a property insuring agreement. The coverage limit for equipment breakdown generally follows the building and business asset limit on your program.
o We generally do not shop this single coverage part each year (but we can). Several carriers offer equipment breakdown coverage on a standalone basis (Liberty, Travelers, Hartford Steam come to mind), however, in the event of a claim, it is advantageous from a coverage standpoint to have all of our property coverage with a single carrier like Trident/Argonaut.
• Lots for Sales o Working on updating the listing and will have it next week.
• Water Rates vs Sewer Rates o See file called Water Rates
• What is the cost to run the plant only? o See Exhibit B
• Asked in an email: You mentioned that we were writing off 275K in bad debt from the ambulance. Do we sell that debt? Or just write it off and forgive it?
o We don’t take it off the AR, unless completely uncollectible. Freeport sends all outstanding invoices after a period of time to the collection agency, and the AR remains on the books. We do write it down to the estimated collectable. The amount is an estimate based on past receipts. That calculation has been getting fine-tuned over the past couple of years. I changed the way it was being calculated to a more scientific calculation.
The following are the answers for the budget questions asked on March 12, 2019.
• What is the longevity of our employees?
o Created a report – Exhibit A • What is the current mileage rate?
o The current IRS mileage rate is $0.58 • Revenue vs Cost of transports
o For each transport we receive approximately $868 o For each transport our costs are approximately $228
• What are the types of calls and the nature of the calls? o Added a document called Fire Department Incident Analysis o https://www.biddefordmaine.org/2843/Fiscal-Year-2020-Budget-Documents
• Sewer User Fee for Biddeford Pool Station. o Yes the Biddeford Pool Station has never been charged a sewer user fee, the
account has been noted as inactive. The water company has it on a list to not send the information to create a bill for sewer.
o We are working to get them on the next billing.
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The following are the answers for the budget questions asked on March 14, 2019.
• Recycling vs Trash plus new truck o Carl will have at the March 25th meeting
• Cost estimate of keeping the truck vs paying another agency o Carl will have at the March 25th meeting
• Snow pickup costs o See file named snow pick up
• How many tons do we do at PW vs recycling program o Trash waste tons 4,935 o Recycling waste tons 2,549
The following are the answers for the budget questions asked on March 25, 2019.
• Martin Center report o Working on getting it finalized
• Copy of the Field Report – Carl Walsh o On the budget website
• CEA vs TIF and the two year lag, when they income will come on the books, show what we keep
o In process • Value earlier than last year
o It will be released as early as possible • Jim noted that permit revenue could be moved up to $450,000 due to known
projects that are in the process • Median Value and tax rate
o Assessing is working to compile • Budget Calendar
o Municipal Agencies – March 28th All Municpal Agencies have been notified – Agenda Exhibit C
o Capital Program – April 8th o Wastewater Budget – April 8th o Head count discussion – April 18th o Solid Waste discussion – April 18th o School – April 25th o Other items – April 25th
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Exhibit A
Employee LongevityAs of 3/12/19
Description Total years
Average years
Total years
Average years
21102 21102 CITY MANAGER 22.17 5.54 21103 21103 CITY CLERK 46.88 7.81 21105 21105 ASSESSING 64.61 12.92 21106 21106 FINANCE DEPARTMENT 37.79 9.45 21107 21107 TECHNOLOGY 19.93 19.93 21108 21108 PERSONNEL & PURCHASING 0.62 0.62 21109 21109 COMMUNITY/ECONOMIC DEV 39.15 9.79 21110 21110 CODE ENF/INSPECTIONS 74.75 10.68 21121 21121 CITY BUILDING 13.58 6.79 21123 21123 COMMUNITY CENTER 23.57 5.89 21125 21125 HEALTH & WELFARE 14.04 4.68 21126 21126-FACILITIES MANAGEMENT 11.53 11.53 21168 21168 GIS Division 25.92 25.92 31117 31117 CDBG 14.12 14.12 31132 31132 AIRPORT 27.74 9.25 31138 31138 COMMUNITY TV CENTER 58.24 7.28 CITY HALL 494.65 8.53 21124 21124 RECREATION 141.88 6.76 31206 21124 RECREATION 24.87 2.49 31220 21124 RECREATION 1.00 1.00 RECREATION DEPARTMENT 167.75 5.24 21141 21141 FIRE DEPARTMENT 607.61 15.19 FIRE DEPARTMENT 607.61 15.19 21146 21146 POLICE DEPARTMENT 567.75 10.71 21147 21147 POLICE INVESTIGATIVE 123.64 17.66 21148 21148 COMMUNICATIONS CENTER 205.18 11.40 21149 21149 ANIMAL CONTROL OFFICER 9.61 9.61 31235 31235 PARKING ENFORCEMENT 15.75 7.87 POLICE DEPARTMENT 921.93 11.67 21161 21161 PUBLIC WORKS ADMIN 342.53 22.84 21162 21162 PW SUMMER MAINTENANCE 224.18 13.19 21164 21164 SOLID WASTE MANAGEMENT 125.55 15.69 21165 21165 PARKS MAINTENANCE 116.22 11.62 21167 21167 ENGINEERING 48.85 16.28 35102 35102 WWTP 11.53 5.76 35104 35102 WWTP 97.05 16.18 35105 35102 WWTP 66.00 9.43 PUBLIC WORKS DEPARTMENT 1,031.92 15.26
TOTAL 3,223.85 11.68
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Exhibit B
Total Gallons FY18 892,316,800 Gallons 119293689.8 CuFt 1192936.898 100 CuFt 119293.6898 1000 CuFt $/Gal $/CuFt $/100CuFt $/1000CuFt Employee Wages $589,161 $0.0007 $0.0049 $0.4939 $4.94 Electrical Costs $177,098 $0.0002 $0.0015 $0.1485 $1.48 Process Chemicals $95,812 $0.0001 $0.0008 $0.0803 $0.80 Sludge Disposal $130,000 $0.0001 $0.0011 $0.1090 $1.09 Other $931,108 $0.0010 $0.0078 $0.7805 $7.81 Total $1,923,179 $0.0022 $0.0161 $1.6121 $16.12
Exhibit C Time: Municipal Services: 5:35 DDC (Downtown Development Commission) 5:40 Biddeford Conservation Commission 5:45 Eastern Trail Alliance 5:50 Historical Preservation Commission 5:55 Project Canopy 6:00 Historical Society 6:10 Saco River Corridor Commission 6:20 So ME Regional Planning 6:25 Biddeford Saco Economic Dev. Corp 6:35 McArthur Library 6:50 Biddeford Mills Museum 7:00 Lakermesse 7:10 City Theater 7:20 Shuttle Bus (Biddeford-Saco-OOB Transit District) 7:35 Biddeford Cultural & Heritage Center 7:45 Saco Pathfinders Snowmobile 7:50 Community Health Counseling 7:55 Southern Maine Veterans Memorial 8:00 Community Bicycle Center 8:05 Community Dental 8:10 HOB Downtown Promotions Holiday Lighting
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Assessing Comparables
MunicipalitySingle Famil
Median ValueFY2015
Tax RateFY2016
Tax RateFY2017
Tax RateFY2018
Tax RateFY2019
Tax RateWaterville 97,700$ 27.40$ 27.80$ 22.80$ 23.33$ 25.27$ Lewiston 99,900$ 26.59$ 27.37$ 27.54$ 28.02$ 28.67$ Augusta 122,400$ 18.67$ 19.40$ 19.79$ 20.38$ 20.97$ Sanford 155,200$ 21.62$ 22.04$ 22.74$ 20.74$ 20.50$ Auburn 157,900$ 20.95$ 21.25$ 22.35$ 22.99$ 23.68$ Portland 206,200$ 20.00$ 20.63$ 21.11$ 21.65$ 22.48$ Brunswick 207,600$ 27.40$ 28.36$ 29.35$ 18.37$ 18.92$ Gorham 210,382$ 17.40$ 16.30$ 17.00$ 17.10$ 18.20$ Biddeford 227,100$ 18.99$ 19.47$ 19.86$ 20.07$ 19.70$ Windham 231,600$ 14.67$ 15.15$ 15.70$ 16.43$ 15.18$ South Portland 237,500$ 17.10$ 17.40$ 17.70$ 18.00$ 18.50$ Saco 246,600$ 18.62$ 19.22$ 19.42$ 19.38$ 19.38$ Kennebunk 251,600$ 14.90$ 15.30$ 15.90$ 16.55$ 17.50$ OOB 258,200$ 14.88$ 15.18$ 15.46$ 15.70$ 15.30$ Scarborough 350,000$ 15.10$ 15.49$ 15.92$ 16.49$ 16.49$ York 444,369$ 10.70$ 11.00$ 11.15$ 10.95$ 11.15$
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City of BiddefordFinance Department - (207) 284-9333
205 Main Street, P O Box 586 Biddeford, ME 04005
Cheryl Fournier, Finance Director Fax (207) 571-0667
Date: March 14, 2019
To: Honorable Mayor CasavantHonorable City Council
From: Cheryl Fournier, Finance Director
Re: Capital Budget FY2020
Currently the proposed capital budget forFY2020 is $1,715,547. Attached you will find the proposed allocation of the budgeted funds. This part is the same process that we have used in the past.
As recommended in FY2019 and carried forward this year, the recommended target for CIP is $2.5 million. The plan is to increase CIP funding by $200,000 per year for five years. The proposal for $1,715,547 reflects the first $200,000 increase.
The budget does not include projections for permit revenue from any of the large projects slated for the upcoming FY. It is proposed that as projects come online during the year this “new” permit revenue be used for vehicles to reduce lease-purchases and for paving as shown on the attachment.
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Airport Requested Amount Proposed Allocation Additional CIP
AIR‐04 PAPI Design (10% grant match) 10,000
AIR‐05 QT Pod Model M4000 Self‐Serve Fueling 12,295
AIR‐06 Remaining Funding Permitting and Planning (10% grant match) 10,000
32,295 ‐ ‐
City Hall Requested Amount Proposed Allocation Additional CIP
Finance/Tax
CH‐01 Citizen Self Serve‐Munis (replace Invoice Cloud‐in operating budget) 11,200
General Government
CH‐03 Saco River/Wood Island Debris 25,000
CH‐16 Riverwalk (not including retaining wall ENG‐11) 2,500,000
Human Resources
CH‐04 Employee Self Serve‐Munis 10,446
Technology
CH‐05 Bomgar Appliance Replacement 2,500
CH‐06 Desktop Computer Refresh 21,338
CH‐07 File Server Replacement 91,000
CH‐08 Hyperconverge Equipment Mgmt Program 9,600
CH‐09 MS Office Replacement Program 6,435
CH‐10 Phone System Upgrad 18,500
CH‐11 Switch Replacement Program 12,496
CH‐12 Universal Power Supply (UPS) 5,817
CH‐13 WiFi Device Replacement Program 12,100
CH‐15 Gateways 25,000
Human Resources/Technology Budget 175,000
2,751,432 175,000 ‐
Engineering Requested Amount Proposed Allocation Additional CIP
ENG‐03 Elm and Pearl Intersection Improvements 75,000 75,000
ENG‐04 Green Infrastructure ‐ Install LID 100,000
ENG‐09 Morin Street Improvement Project 200,000 200,000
ENG‐10 River Wall Repair ‐ Mechanics Park 50,000 50,000
ENG‐12 Thatcher Brook 319 84,000
ENG‐13 Thatcher Brook Watershed Mgmt Plan Phase II 73,160
ENG‐N1 Pearl St Sidewalk & Lighting 200,000
782,160 325,000 ‐
Facilities Requested Amount Proposed Allocation Additional CIP
FAC‐11 Fire Department‐Building Repairs 10,000
FAC‐15 May Field‐LED Lights 8,475
FAC‐20 Public Works‐Salt Barn Lean To Addition 135,000
FAC‐N1 Community Center ‐ Architecture 150,000
303,475 ‐ ‐
Fire Dept Requested Amount Proposed Allocation Additional CIP
FD‐03 EMS CPR Compression device 40,000
FD‐07 Portable Radio Replacement 20,000 20,000
FD‐08 Respirator fit testing machine 10,000 10,000
FD‐09 Thermal Imagers 18,000 18,000
88,000 48,000 ‐
McArthur Library Requested Amount Proposed Allocation Additional CIP
ML‐02 Carpeting Replacement 5,000
ML‐05 Painting of 1863 Entrance 3,900
ML‐06 Painting of Public Stairwell 1,100
10,000 ‐ ‐
Capital Projects/Operations Committee FY2020 Proposed CIP Allocations
FY2019 CIP Proposed Allocation,Page 1
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Police Requested Amount Proposed Allocation Additional CIP
PD‐01 Locker Room & Office Space Upgrade 40,000 40,000
40,000 40,000 ‐
Public Works Requested Amount Proposed Allocation Additional CIP
Public Works 003 Pickup 30,000 30,000 ‐
Public Works 080 Single Axel Dump Truck 160,000 160,000 ‐
Public Works 036 Street Sweeper 204,000 32,000 172,000
Public Works 057 Single Axel Plow Truck 180,000 30,000 150,000
Public Works Add Sidewalk Paver 38,000 38,000 ‐
Public Works/WW Add Roll‐Off Truck 210,000 32,000 178,000
Police 210 Car for Detective 28,560 28,500 ‐
Police 211 Car for Detective 28,560 28,500 ‐
PW‐01 [Note] 5 Year Vehicle/Equipment Replacement Program 879,120 379,000 500,000
PW‐02 Capital Paving Program 1,306,736 388,547 300,000
PW‐05 Tree Management Plan 20,000
PW‐06 Truck Lift 160,000 160,000
2,365,856 927,547 800,000
Recreation Requested Amount Proposed Allocation Additional CIP
REC‐02 Clifford Park MCC 6,000
REC‐10 Martel Field Safety Fence 18,000
REC‐11 Martel Field Backstop 60,000
REC‐30 Safety Bleachers with concrete pads 22,000
REC‐33 St Louis Backstop Field II 75,000
REC‐36 St Louis Flagpole 5,000
REC‐37 St Louis Remote Lighting 11,000
REC‐38 St Louis Street Fencing 60,000
Recreation Allocation 200,000
REC‐N1 City Manager Adjustment (57,000)
200,000 200,000 ‐
Total 6,573,218 1,715,547 800,000
Note:
General Fund See detail above 879,120
School Dept. 418 School Bus 90,200
School Dept. 422 School Bus 90,200
PW‐01 Total FY2020 CIP Program 1,059,520
FY2019 CIP Proposed Allocation,Page 2
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Presenters: Cheri Ruane | Practice LeaderMichael Moonan | Team Leader
City of
Biddeford Maine
Recreation & Parks Master PlanMay 1, 2017
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Interdisciplinary firm Multiple areas of expertise Focused on work in the public sector Employee owned since 1899
Team | Who We Are
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Interdisciplinary Team
440 Employees• Landscape Architects• Environmental Engineers & Scientists• Aquatics Designers |Engineers• Public Facilitation Experts• Architects• Geotechnical Engineers• Structural Engineers• Civil | Stormwater Engineers
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Basic Project Goals
Complete an inventory and analysis of all existing park assets Complete a public outreach and needs assessment process to identify
and prioritize community needs Identify a plan for upgrading facilities and/or building new facilities to
meet community needs, safety and gender equity Outline a potential implementation process to include funding and
phasing strategies
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Project Sites
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Project Sites
• Biddeford High School• Biddeford Middle School• Biddeford Primary School• Doran Field• Hill Street Field• May Field• Rotary Park• St. Louis Field• Waterhouse Field
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Biddeford High School
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Biddeford High School
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Biddeford Intermediate & Middle School
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Biddeford Middle School
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Biddeford Primary School
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Biddeford Primary School
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Doran Field
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Doran Field
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Hill Street Field
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Hill Street Field
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May Field
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May Field
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Rotary Park
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Rotary Park
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St. Louis Field
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St. Louis Field
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Waterhouse Field
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Waterhouse Field
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Key Issues
• Gender Equity• Equity Among All Sports• Field Use | Conflicts• Access | ADA Access• Track Facility• Field Conditions | Drainage• Bleachers at Waterhouse• Lighting at Waterhouse• Safety Issues• Parking• Foul Balls at May and St. Louis• Spectator Seating• Building Conditions
• Lack of Multi-generational Activities• Identify availability• Cracks in Tennis Courts• Worn, Dated, Fencing and Amenities
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Needs Assessment
• Most field used to capacity• One underused field
• Time constraints • Scheduling issues• Additional desired activities
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Wants and Needs
• Playing at equitable situations• Regulation size soccer and lacrosse
field• Upgraded Waterhouse Field• Improved track facility• Additional Little League Softball Field• Rectangular Fields – Particularly Field
Hockey• Improved | Relocated Middle School
Softball Field• Basketball Courts
• Improved lighted High School Softball Field• Netting/higher backstop at St. Louis Field• May Street fields improvements• T-ball little league field• Walking, biking and fitness trails• Improved pedestrian | ADA circulation• Improved Parking• Traffic calming• Picnic/seating areas• Playgrounds
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Survey Results – Top Wants
• Playgrounds• Walking, biking and fitness
trails• Picnic/seating areas• Playing at equitable situations• Upgraded Waterhouse Field• City to Identify available
recreation
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Overall - Northern Sites
NEW LIGHTING, PARKING AND REFURBISHED FIELD
REFURBISHED TRACK AND NEW SYNTHETIC TURF FIELD
NEW MULTI-USE FIELDS AND TRAILS
KEY CONNECTION, SAFE PEDESTRIAN CIRCULATION
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Overall - Southern SitesNEW SOFTBALL AND MULTI-USE FIELDNEW SOFTBALL AND MULTI-USE FIELD
RENOVATED WATERHOUSE FIELD
IMPROVEMENTS TO ST. LOUIS FIELD
NEW T-BALL (TRAINING) FIELD
KEY CONNECTIONS, SAFE PEDESTRIAN CIRCULATION
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May Field
• Roadway Diet• Parking Improvements• Crosswalks• Renovated Fields
• New Batting Cages• Expanded Playground• Refurbished Courts with
Lighting
• New Pickle Ball Court• Seating and Picnic Areas
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St. Louis Field• Renovated baseball
fields• New spectator
seating• New entrances• Pedestrian access
and circulation• Shade
shelter/picnic areas• Parking on Prospect
Street• Potential future
parking area if field is constructed at Rotary Park
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Primary School Field
• New Little League Softball Field• New Multi-use Rectangular Field• Access and Pedestrian
Improvements• Picnic and seating areas
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Hill Street Field
• New Multi-use Rectangular Field
• New T-Ball Field (40 foot Diamond)
• Renovated Parking area
• Access and Pedestrian Improvements
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Rotary Park
• Upgraded Parking and Drives
• Two New Multi-use Rectangular Fields
• Improved Trails & Fitness Stations
• New Playgrounds• Beach Volleyball• Improvements to Martel
Field
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Doran Field
• Renovated Field• Sports Field Lighting• New Spectator Seating• New Bull Pens• New Parking Area• Access and Pathway
Improvements• Shade Shelter Picnic Area• Playground• Expanded Parking
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High School Track and Field
• Renovate Track In-place• New Synthetic Turf Field• New 600 to 900 Seat
Bleacher System• Space for Portable
Bleachers• Improved Access and
Pathways• Renovated Practice |
Throwing Field• New Raised Crosswalk
From School
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Middle, Intermediate Schools
• New Softball Field• Renovated Multi-use
Rectangular Field• New Multi-use Rectangular Field• Renovated Baseball Field• Parking Areas• Access and Pedestrian
Improvements• Seating and Picnic Areas
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Waterhouse and St Louis Fields
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Waterhouse Field• New Bleachers and Press
box• Space for Portable
Bleachers• Sports Field lighting• New Synthetic Turf Field• Access and Pedestrian
Improvements• Renovated Buildings• Esplanade• Loop Walking/Running Path• Playground• Improved Parking• Parking on Prospect
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Priority Improvements• High School Track and Field $2.14 M
– Renovated track ($610,000)– Renovated practice field, throwing area ($250,000)– Bleachers ($300,000)– Access and pathway improvements ($60,000)– New synthetic turf field ($980,000)– Natural turf option ($480,000 to $600,000)
• Doran Field Initial Effort $ 790,000– Lighting ($440,000)– Renovated field, drainage, seating area and
bullpens and amenities ($200,000)– New parking area ($150,000)
• Intermediate School Fields $ 480,000– Relocated softball field ($140,000)– Renovated practice field ($175,000)– New parking area ($165,000)
• Waterhouse Field Initial Effort $2.5 M– New Bleachers 2500 H and 600 V ($700,000 M)– New Bleachers 1500 H and 500 V ($450,000)– New Press Box ($110,000)– New synthetic turf field, Expanded ($1.25 M)– Renovated existing natural grass field ($700,000)– New expanded natural grass field ($770,000)– New sports lighting ($490,000)
Recommended Initial Program:$6.0 Million
(costs include soft costs and contingencies)
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Overall - Northern Sites
NEW LIGHTING, PARKING AND REFURBISHED FIELD
REFURBISHED TRACK AND NEW SYNTHETIC TURF FIELD
NEW MULTI-USE FIELDS AND TRAILS
KEY CONNECTION, SAFE PEDESTRIAN CIRCULATION
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Overall - Southern SitesNEW SOFTBALL AND MULTI-USE FIELDNEW SOFTBALL AND MULTI-USE FIELD
RENOVATED WATERHOUSE FIELD
IMPROVEMENTS TO ST. LOUIS FIELD
NEW T-BALL (TRAINING) FIELD
KEY CONNECTIONS, SAFE PEDESTRIAN CIRCULATION
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Open Discussion
Questions | Comments
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thank youwestonandsampson.com
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